Project Support Assistant

Job Overview: The Project Administrative Support will play a critical role in ensuring the seamless coordination and execution of all administrative tasks related to the mobilization and demobilization of offshore personnel. This position requires a meticulous individual who is highly committed, stays contactable, and ensures smooth communication across all coordination tasks. The successful candidate will manage logistical arrangements, documentation, and communication with clients and internal teams to support offshore projects.

Key Responsibilities:

• Maintain a comprehensive master list of personnel, ensuring all documentation is up to date and securely stored in individual folders.
• Attend and actively participate in operations meetings to stay informed about manpower scheduling and updates.
• Coordinate and arrange all necessary logistics for the mobilization and demobilization of offshore personnel from their home country to offshore vessels and vice versa.
• Ensure all arrangements are executed with meticulous attention to detail and a strong sense of urgency.
• Liaise with clients to manage and submit all required documentation for offshore projects.
• Prepare and distribute various types of correspondence, including Minutes of Meetings, Memos, RFIs, and transmittals to departments and clients.
• Assist in the preparation of travel itineraries, booking of flights, and handling of visa and hotel reservations.
• Compile and validate travel expenses and claims submitted by travel agencies and subcontractors.
• Schedule, plan, and manage logistical details for training sessions and medical appointments.
• Assist with calendar management, courier handling, scanning, and photocopying tasks.
• Order corporate gifts and coordinate bookings for event venues.
• Handle any additional tasks assigned by management.

Qualifications:

• Proven experience in project administrative support, preferably within the marine and offshore industry.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal, with the ability to liaise effectively with clients and team members.
• High level of attention to detail and commitment to delivering high-quality work.
• Ability to stay contactable and respond to urgent matters.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).